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HomeMy WebLinkAbout2003-07-14 KCVB MinutesKenai Convention and Visitors Bureau Board Meeting Minutes July 14, 2003 Board Members Present: (6 members constitute a quorum) Jim Bookey, Robert Fulton, Ron Malston, Fred Braun, Rebecca Cronkhite, Robin West, Jacquie Steckel, Marty Ragan, Sharon Brower Board Members Excused: Marion Nelson, Charlotte Legg, Sandra Vozar Staff Members Present: Ricky Gease, Diana McKenney A. Call to Order Roll Call: Called to order at 5:39 p.m. B. Approval of Agenda: Ron Malston moved and Robin West seconded that the agenda be approved. The motion was approved unanimously. C. Approval of Minutes: Ron Malston moved and Robin West seconded that the minutes of May 19, 2003 be approved. The motion was approved unanimously. D. Persons scheduled to be heard: None E. Correspondence: Alaska State Museum Grant in Aid Received this grant for the 5 year for $9,190. It will be used to renovate the Bob James fish collection and the fish display area including the snag and other areas of the Natural History Room. We hope to get grants in the future for renovating the Cultural History Room. Community letters of support the packet contains several letters praising the Visitors Center and art show and a response to the Editor conceming public funding. Letter to Kenai Chamber of Commerce The result of this letter was a request that the Chamber, the City and KCVB have some work sessions to develop some long -term strategic planning for successful relationships between commerce, government and non- profit organizations in this area. Sheila Balestreri TV feature She did a feature in May that was really good. It featured a small girl by one of the paintings saying "I may be only 46 inches tall and weigh 46 pounds, but this is a really big show!" She conveyed the message that in a small part of a huge state, this is a really impressive show. F. New Business: 1. TV advertisement opportunities Mr. Gease wanted to make sure that the Board was aware that we received many advertising opportunities regularly, but despite the potential benefits, we just don't have the funding... a. Featured community on Paul Gray's Exploring Alaska TV show, spotlighting Kenai the cost is $20,000. Mr. Gease took this idea to Linda Snow at the City. Neither of us have the money in our budgets for this project. b. Featured community on CNBC's Business Odyssey section spotlighting what CVB's are doing to promote tourism/travel to your region 2. VISTA program resolution of board support Ms. Steckel moved and Mr. Malston seconded approval of Resolution 03 -001, a resolution of the Kenai Convention and Visitors Bureau Board of Directors Supporting the Application for a Volunteer In Service To America (VISTA) Volunteer. The first year is important because a positive outcome could lead into a 2 3 and 4' year. The motion was approved unanimously. 3. DCED grant resolution of board support Mr Malston moved and Ms. Cronkhite seconded approval of the Resolution 03 -002, A Resolution of the Kenai Convention and Visitors Bureau Board of Directors Supporting the Application for a Mini -grant From The Alaska Department of Community and Economic Development. The motion was approved unanimously. 4. Arctic Winter Games progress update and board decision for executive director to continue involvement with event Mr. Braun indicated that Mr. Gease has been involved in this project from the beginning and that the Board needs to provide him with some direction. He asked about the time commitment that would be required. Mr. Gease said that he would probably need to go to 2 meetings per month and would probably chair the Ceremony and Culture Committee. Mr. Braun felt that there will be a benefit to the community that would ultimately benefit KCVB, and therefore, it would be good for Mr. Gease to be involved provided it did not interfere with other duties. Mr. Gease indicated that he would like to be involved and that we would benefit because the Alaska Museum is preparing an exhibit that we have signed up to display during the games. Ms. Cronkhite indicated that it may be very time intensive as the time for the games approaches. At present, the time commitment would not be extensive, but the final weeks will be a 24 -hour a day requirement. Mr. Gease also indicated that in February, the AWG board members will go to Canada to shadow their counterparts. Mr. Braun indicated that at this point, Mr. Gease has the support of the Board to continue work with the AWG. 5. Kenai Municipal Airport Kenai CVB member brochures at airport member brochures will be stocked at the airport. Will work it out with the Chamber to make sure theirs is stocked as well. Ms. Cronkhite indicated that the City currently has a contract with Interspace Advertising to manage all advertising in the Airport. Kenai City Council has directed the Airport to provide space free of charge to the Chamber so they can provide welcome information to travelers. The Chamber is willing to accommodate information from the Kenai CVB and ICPTMC. Mr. Gease stated that the meet and greet booth that the Chamber had experienced difficulty keeping the place manned and organized Chamber is who had authorization from City Council to do something in the airport to promote the city. The Chamber and Mr. Gease have talked to work out the display issues. Mr. Gease also stated that the City must be concerned about fairness to other businesses in Kenai. It is a regional airport, however, so all parties are working hard to come up with a solution, space being the biggest problem. For the summer, Mr. Gease and Ms. Cronkhite have worked on a solution of having Chamber and KCVB members' rack cards displayed and have one of our staff members be responsible for keeping the area neat, stocked, and maintained. There has also been discussion of KCBC installing a virtual map display when the advertising contract ends in 2006. Ms. Steckel asked about other airports. Ms. Cronkhite indicated that other businesses pay large sums to have a display or rack at other airports. The Airport and the City are trying to provide a community service, while staying within the confines of the current advertising contract. G. Old Business: 1. Discuss KVCC museum store Mr. Braun said that all museums and Visitor Centers have retail items. It isn't a matter of retail, but a matter of competing retail. He felt that the original grant has not been violated and that it is something we should continue. Mr. Bookey said that the intent of the original Board was for the economic development of the community not of this facility. He said that the members then said that if any business opened up and began to sell items that were being sold in the center that we would back out. Mr. Gease said that he has given Ms. Bowen direction in retail to purchase quality items that are made in Alaska or that support our mission. There are artists who wish to be associated with Museum stores and there is a segment of the customer base who want to buy art items purchased at Museum stores. At present, it is the retail income that is paying for payroll for KCVB. There is no other relief available for solving our economic situation. There are people who come to Kenai and this is the only place that they visit. We would like to have a flyer that features shops in this area that contains a map. It could be placed in the bags upon purchase and be available on the counter. He also feels that Ms. Bowen has done an excellent job. Ms. Ragan indicated that other shop owners are coming to her and are not happy and we have a rift in our community. We don't have a `center of town' or a shopping area. She said that in one case, Ms. Bowen had been lied to by a supplier about having his product in other stores. Mr. Bookey has talked to the shop owners since the City meeting. They are hurting financially like everyone else. He is concerned that they will have substantial influence on the political whims of the City. He feels that they are going to be after the budget of this organization. If we had as many people vocally patting us on the back as were complaining the budget would go that way. Several other points were discussed: Could small cards be placed in retail areas indicating where other like products could be purchased? There are pros and cons. It is impossible to please everyone and someone is bound to be upset by some unfair advantage if they don't happen to carry any products that we do. Other businesses may then want additional representation displayed for their businesses like B B's, hotels, restaurants, etc. Where else can Alaskan gifts be found besides Alaskan Gift and Gallery? Kenai is quite barren of shopping opportunities at present. Fireweed Herb Garden has a small inventory of Alaskan jewelry... Mr. Fulton asked about types of visitors private transportation such as cars and RV's and tour busses. People in tour busses are limited in their access and this building is their only destination in Kenai. It is important to meet their souvenir needs here. Mr. Fulton also brought up inventory control. We have a lot of specialty items that are not offered in other shops. It would be beneficial to evaluate the percentage of retail income that is associated with these items and determine if discontinuing the controversial items would be very detrimental. Mr. West pointed out that although retail is not the main factor contributing to the maintenance of this building, we shouldn't give it up without a fight without knowing how that money might be replaced. Ms. Brower also felt that it is important to educate our members as to the cost of operating this facility and dispel the idea that we are being subsidized by the City of Kenai. Ms. Brower pointed out that other museums have beautiful gift shops. The Pratt and Anchorage museums both have items that are surely found in shops within walking distance. Community cooperation and compromise are key to the success of all businesses. Mr. Malston pointed out that tourists have money to spend and we need to find a way to help them spend it. Other communities have found ways to pursue a common theme that then benefits all the businesses. Tourists who are shopping will tend to hit all the shops. Mr. Braun would like to go and visit the shops in Kenai to see what they are offering and be able to better evaluate our inventory. Collecting visitor comments may be useful. Mr. Fulton suggested a survey or suggestion box allowing visitors to provide input. Ms. Cronkhite suggested that this might provide good statistical data Mr. Gease pointed out that we get numerous visitor comments from our visitor log book. Ms. Steckel feels that if the Visitor Center weren't here, that businesses would be in much worse shape. It is the one thing left in Kenai that draws visitors. If we could organize Kenai, we would do it differently. But even if we did, the existing businesses in Kenai would take up a very small amount of space. Mr. Gease asked Mr. Bookey to provide information about the percentage of funding provided by the City for other contracted management companies. 2. Discuss Kenai CVB board development committee Foraker training emphasized policy and procedures. The number one indicator of the health of an organization is the health of the Board. The number one indicator of the health of a Board is a Board Development Committee. Mr. Gease recommends that we have a committee that will develop policies and procedures, especially a procedure for recruiting new board members. The Committee would also cultivate ideas for setting up strategic planning sessions. At least 3 members need to be on this committee and develop something presented in October. Ms. Nelson was volunteered and Ms. Steckel and Ms. Brower volunteered. Mr. Gease will find samples. 3. Discuss Board liaisons to borough -wide bed tax task force Mr. Gease says that KPTMC is organizing this task force. The goal will be to bring this issue forth to the Borough in such a way that it is well organized and has weight. Allocation will be the most contentious factor. He feels that our board needs to be represented in this discussion. The recommended fonnat is to have the Executive Directors and 1 or 2 Board members from each of the 13 organizations be represented at the meetings. The meetings will be starting in September. The first will be in Cooper Landing and others in October and November. Mr. Braun wants to know how to avoid the appearance that Mr. Gease is taking the lead. Mr. Gease says that by having KPTMC lead here and involving all 13 other organizations should avoid that. At the borough level, Betty Glick is adamant that the money is going to tourism /marketing only. So another goal would be to specifically define tourism and marketing. Ms. Cronkhite feels that it is important to have Mr. Braun and at least one or two members attend these meetings. The first meeting will be the weekend of September 18` Mr. West, Ms. Nelson and Mr. Braun will participate. H. Executive Director's Report: 1. Financial Update Mr. Gease commended the Board for their decision to buy the POS system. It will help to pinpoint the retail situation. We had to buy a new computer. We did not have success buying locally and have purchased a DELL computer. Mr. Gease explained the reason for finding out the percentage of funding the City provides for other organizations. We may need to arrive at a bottom line for funding from the City at which we can continue with our contract. We are doing the things that save government money payroll, employee benefits, etc... This is a city facility and we are under contract to operate it. We are operating in the red to provide this service for the City at this time. We, as a board, need to open some discussion about the situation with the Chamber. The benefits of a merge would be increased staff and elimination of duplicated efforts. Ms. Ragan feels that the merge would end some of the conflict for competition of membership. Mr. Braun suggested getting a copy of the Soldotna merge information as well as the original reasons for the splits. We are fine tuning POS system and working on better presentation of data as it pertains to the budget. 2. CVB and KVCC updates We've been helping a bunch of travel writers. Ms. Bowen does a great job of setting up itineraries with our members. It is a bad year for visitors, but our count is up 10 We have a very strong word of mouth support. We will start creating a data base and encouraging people to be more vocal about their support. I. Board Comments: Mr. Bookey talked about a law suit between the City and the Boys and Girls club relating to their contracting ordinance code. Depending on the outcome, this facility could be affected because the same procedure was followed here. Ms. Brower commended Mr. Gease on such a fine job and wished we could work to be as positive as he. This is a tremendous facility and one of the things that makes this a tremendous community. Mr. West August t is the big celebration at the Wildlife Refuge at the Ni.nilchik fairgrounds. Industry is feeding people. Secretary of the Interior will be here and lots of press. Ms. Steckel 4` of July at Seward had a Forest Service person with a telescope, skins, etc., and felt that was a great idea for mixing with tourism. As a public servant, you are a moving target and try to avoid criticism. The 4 principals are: do a good job, do a good job, do a good job, then tell someone about it. Feels it is unfortunate that our bad press is on the front page for the tourists to see. Doesn't feel that we are any competition for the type of store like the one Ms. Ragan. has. Meet with businesses and Chamber and do all we can to make that work. Strongest communications is the grape -vine. The more we as a community pull together, tourists will feel that and they will go home and tell their friends about it. Art show it is so integral to Alaska. As we diminish arts in the community, we diminish the community. Mr. Fulton feels the Board is doing good and is satisfied with the programs and feels the community is also satisfied. It is the politics that are in the way. Would just like to see us keep going. Feels that the center is doing a great job. Ms. Ragan, same as Mr. Fulton loves the art shows and all the programs. Even though we do have some competing inventory, doesn't care. And although she wouldn't like to see these items in every little store, it is just competition. At least we are having dialogue and that is good. Mr. Malston is all for the gift shop. We have discussed this to death over the last 10 years and feels it will work out. Mr. Braun feels that we are still fairly healthy. We all knew that there would be a day when we would be searching for additional revenues. We've been in tough shape before and have gotten out of it. J. Schedule of Next Board Meeting: September 15, 2003. K. Adjournment: Meeting adjourned at 7:58p.m.